How to triumph over technology tool pitfalls

In a digital device driven world, many business owners may in fact be hurting themselves with sloppy tech-enabled communications.

Sure, smartphones, social media and other tech tools can be terrific productivity enhancers and lead generators. But they can also make you and your business look bad if improperly used or abused.

Think about it. In your communications with customers, colleagues, prospects, vendors and even your own family, have you let “quick and easy” replace meaningful and productive? “The very tools that help us maintain contact with people worldwide also distort our priorities,” says Geoffrey Tumlin, a leading business communications expert and founder of Mouthpeace Consulting.

But the tools aren’t the problem. We are. It’s tough to shake bad digital habits spawned by multi-tasking on multiple devices when you should be paying attention to what someone is saying. The more screens, devices and social media channels we have, the more we are prone to slipups, error-ridden emails or trivial texting.

Yet according to Tumlin, author of “Stop Talking, Start Communicating,” it’s possible to shake off tech-enabled communication pitfalls and start connecting more productively. Here are nine ways you can triumph over tech tool pitfalls:

Stop hyper-communicating: The digital communications revolution has created “chatter clutter.” As a result, people now either ignore or simply forget much of what they see and hear. To break through this, take a step back. When it comes to customers, start listening like every sentence matters, talk like every word counts and act like every interaction is important.

Keep tech in perspective: Because smartphones, computers and other technology does so much for us, we’ve understandably fallen in love with it. “But in our enthusiasm for what our tools can do, we’ve lost sight of the people behind the tools,” says Tumlin. We expect too much of our devices and too little of each other. Hitting “send” doesn’t necessarily mean you’ve “communicated” anything.

Rank your “friends”: Thanks to social media, it’s not unusual for today’s business owner to be superficially connected to thousands of people. The danger is that meaningful relationships are being trumped by people you barely know. Try prioritizing these “friends” into Tier 1 (those with access to you at all times); Tier 2 (you monitor the time you give them more closely); Tier 3 (you return voicemail and email within 24 hours) and Tier 4 (must wait until you can get around to them). It’s not being insensitive. You’re just clearing your business life of counterproductive chatter.

Think first: Our tech lets us communicate with lightning speed. But that can be dangerous. Texts, tweets and emails sent without thinking can contain errors, give the wrong impression, and even offend people. Take time to absorb information, formulate a response and deliver it most effectively. This will benefit both you and your business.

Avoid careless self-expression: Remember this: It’s not always good to “be yourself.” As Tumlin notes, careless self-expression is often just an excuse for bad behavior.” You will get what you want more often by focusing on what you want to accomplish, rather than what you might really want to say. In other words, goals trump feelings.

Ask better questions: Be careful about the kinds of questions you ask. They aren’t always neutral and people can interpret questions as criticisms. Poorly worded questions contribute to failed communication and can create defensiveness and ill will.

Prioritize your problems: Quick and easy tech-enabled communication is burying many business owners in irrelevant problems and trivial issues. Smart entrepreneurs use a triage type system — now, delay and avoid — to focus only on the most pressing issues while delaying or ignoring less important matters.

Be boring: Today’s digital culture promotes the false notion that communication should be as flashy, stimulating and entertaining as our sleek devices. In reality, good communication usually looks unremarkable. It just gets the job done. Aim for being dependable over entertaining.

Reach Daniel Kehrer at bizbest.com. Follow him at twitter.com/140Main.

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